HALSTEAD CITY COUNCIL AGENDA

Transcription

1 HALSTEAD CITY COUNCIL AGENDA Council Room City Hall Monday, September 25, :00 p.m. CALL TO ORDER AGENDA CHANGES APPROVAL OF MINUTES 1) September 11, 2017 Regular City Council Meeting (pg. 3) APPROVAL OF BILLS/PAYROLL (pg. 7) PUBLIC FORUM APPOINTMENTS 1) Halstead Housing Authority (pg. 18) REPORTS 1) Administrator s Report 2) Treasurer s Report August (pg. 19) 3) Police Department Report OFF-AGENDA ITEMS UNFINISHED BUSINESS 1) Consideration of EMS Contract Reimer NEW BUSINESS 1) Consideration of quotes for security cameras (pg. 22) Reimer 2) Consideration of change order and payment request (pg. 29) Reimer 3) Consideration of quotes for street repairs/patching Reimer EXECUTIVE SESSION 1) Personnel matters relating to non-elected personnel ADJOURNMENT

2 Council Packet Report for September 25, 2017 Appointments Halstead Housing Authority (pg. 18): Mayor Ewert would ask for Council approval of his reappointment of Steve Seirer to the Halstead Housing Authority Board of Directors with a term expiring July Unfinished Business Consideration of EMS Contract: City Attorney Jantz and staff will be distributing the final draft of the EMS Contract for consideration of action by the Council. Both cities have had review by independent legal counsel and the City of Sedgwick has approved the contract. The final draft incorporates some minor language changes which will be discussed with the Council but no substantive changes have been made. Staff Recommended Action Approval of Contract for EMS Services with the City of Sedgwick and approval of the Mayor s signature on contract New Business Consideration of quotes for security cameras (pgs ): City staff has received and reviewed quotes for security camera set-ups at City Hall and Wedgewood Golf Course. One proposal was for a service agreement through a security monitoring company and the other two proposals were for outright equipment purchase. Staff recommends outright purchase as opposed to monthly service agreements for provision. Total quoted price for Air Capital Security amounted to $6, and total quote price for 360 Security Operations was $4, Staff Recommended Action Approval of quote from 360 Security Operations in the amount of $4, and for staff to move forward with project and installation Consideration of change order and payment request (pgs ): Project Engineer, Harlan Foraker, has submitted the final change order (reflecting final material amounts) and the final payment request for the Chestnut St Waterline and Street Improvement Project. City staff, the contractor, and the engineer have completed the final walk-through and found everything to be in order and work to have completed satisfactorily. Staff seeks approval for the final change order which bring the total project cost to $279,347.50, an amount $5, higher than the last approved contract amount of $273, Staff Recommended Action Approval of Change Order #3 amending the contract price to $279, and authorization for the City Administrator to sign; approval of final payment request of $58, and authorization for the City Administrator to sign and staff to remit Consideration of quotes for street repairs/patching: City staff has contacted potential contractors in order to obtain quotes for the work this fall. Based on communicated Council preference, staff is also working on obtaining bids from contractors who are willing to perform needed maintenance on brick streets. The city has received some quotes but not all and so is requesting tabling of this business item until next meeting. Staff Recommended Action Table action on the item until the October 9 regular City Council meeting Executive Session Non-elected personnel

3 Halstead City Council Meeting September 11, 2017 Council Room, City Hall 7:00 p.m. CALL TO ORDER Mayor Ewert, presiding, called the meeting to order at 7:00 p.m. COUNCIL MEMBERS PRESENT Ed Campbell, George Torres, Dennis Travis, Sam Farmer, and Phil Adams; a quorum was present. CITY OF HALSTEAD STAFF PRESENT City Administrator Ethan Reimer, City Clerk Jamie Eberly, City Attorney Brad Jantz, City Superintendent Pat Adams OTHERS PRESENT Patrick Albers with the Harvey County Independent, Mike Wallace, and Greg Kite with the Sedgwick County Historic Preservation Alliance AGENDA CHANGES APPROVAL OF MINUTES MOTION by Farmer to approve the minutes of the August 28, 2017 regular City Council meeting, as submitted SECOND by Torres CARRIED 5-0 MOTION by Farmer to approve the minutes of the August 31, 2017 City Council Work Session, as submitted SECOND by Torres CARRIED 5-0 APPROVAL OF BILLS/PAYROLL City Administrator Reimer reported that the following checks of note were included with those being presented for approval: CK# in the amount of $1, to Enduring Love Memorials for Granite Park Bench in Memorial of Gene May at Wedgewood Golf Course CK# in the amount of $34, to KMGA for September gas nomination

4 Halstead City Council Meeting, September 11, 2017 cont.... Page 2 CK# in the amount of $ to KPTS for community partnership CK# in the amount of $ to Muscular Dystrophy for Boot Block September 2 nd, 2017 CK# in the amount of $ to UniFirst for maintenance uniforms, mats, and towels; Administrator Reimer noted that by comparison the city was paying Aramark on average $ to $ a month for similar services Administrator Reimer also noted that the partnership between Troy s True Value and the City of Halstead had resulted in greater savings for city purchases and staff would be encouraged to buy local when appropriate MOTION by Campbell to approve for payment checks # thru # in the total amount of $98,402.51, wires in the total amount of $21,058.18, and total net payroll in the amount of $20, SECOND by Torres CARRIED 5-0 PUBLIC FORUM Mayor Ewert opened the public forum at 7:08 p.m. Greg Kite with the Sedgwick County Historic Preservation Alliance addressed the council with the possibility of purchasing the Old Hardware Store on Main Street in hopes of maintaining the historic of the building as a museum. Hearing no further requests, Mayor Ewert closed the public forum at 7:30 p.m. APPOINTMENTS None REPORTS 1) Administrator s Report The following was reported to the governing body by City Administrator Reimer: City Superintendent Adams and Administrator Reimer along with APAC and Harlan Foraker, project engineer, completed a final walk through and inspection on the Chestnut St. project. Testing on materials met project specifications and issues identified during the preliminary walk-through had been addressed as promised. APAC will be coming out to do some final clean-up of the project area but at this point Harlan will be working on getting the final payment request to the city from the contractor. Administrator Reimer had directed Harlan to be preparing some preliminary data on potential work areas for next year so the city can get the next round of improvements started as early as possible next year. Administrator Reimer is still awaiting information from Harvey County regarding their scheduled mill and overlay for 6 th street next year. Maintenance continued work on the drainage improvements along Halstead Rd by Martin Machine. The golf course was closed today for aerification of the greens. Golf Course Superintendent Eberly and his staff are using the new equipment as authorized by

5 Halstead City Council Meeting, September 11, 2017 cont.... Page 3 Council to perform this important process on a more routine schedule than previously utilized when the city contracted for aerification. Wedgewood participated in the Wingnuts Caddy shack night which gives local golf courses an advertising venue. Staff that worked the event reported that they had many visitors to Wedgewood s booth and that new golfers, some from as far as the Wellington area, have come out and played as a result. Halstead Fire/EMS had been very busy in September so far, averaging about 3-4 calls per day. The fire department raised $1450 with their fill the boot campaign and has begun preparation for the annual firefighter s picnic. Halstead PD has completed the STEP programs for the year and as a result of their performance received grants for equipment such as a hand-held radar. 2) Financial Report Administrator Reimer addressed the Governing Body with the financial report for the month of August. Noting that the city has completed a soft close of the books for the month of August and that the City of Halstead remains on firm and stable footing financially as we continue towards the end of the 3rd quarter. Councilman Campbell would like to acknowledge the hard work put in by the city staff. OFF AGENDA ITEMS None UNFINISHED BUSINESS None NEW BUSINESS 1) Discussion of EMS Contract Administrator Reimer presented to the Governing Body the proposed agreement as submitted to the City of Sedgwick by the City of Halstead for provision of EMS. The contract covers a three (3) year time frame at an annual cost of $150,000. Independent legal counsel has reviewed the agreement on behalf of the City of Halstead and found the draft agreement to meet all statutory requirements of such a contract. Staff recommends tabling action on the contract until the September 25, 2017 regular city council meeting, to await communication from the City of Sedgwick. MOTION by Travis to table actions on the contract until the September 25, 2017 regular city council meeting SECOND by Campbell CARRIED 5-0 2) Discussion of DRAGON Grant Program City Administrator Reimer presented the proposed DRAGON Grant Program, as previously discussing in the August 31, 2017 City Council Work Session. The Grant Program would see the City of Halstead set aside $10,000 in the next budget year for utilization by our downtown businesses or potential businesses. Adoption of the program allows the city to begin advertising and getting the word out so that we can begin awarding monies to potential projects early in 2018.

6 Halstead City Council Meeting, September 11, 2017 cont.... Page 4 MOTION by Travis to adopt Downtown Revitalization And Growth of New Businesses Grant Program and for staff to begin advertising the program. SECOND by Farmer CARRIED 5-0 3) Discussion of 2015 Temporary Notes Administrator Reimer presented to the Governing Body to engage in discussions with bond counsel and finance companies to begin the process of transitioning the temporary notes for the Cedar Meadows 2nd project to general obligation bonds. Staff seeks to complete this project as soon as possible to try and secure the most favorable rates on the future bonds. MOTION by Travis to authorize city staff to begin process and engage bond counsel to transition the temporary notes for the Cedar Meadows 2 nd project to general obligation bonds. SECOND by Campbell CARRIED 5-0 EXECUTIVE SESSION None ADJOURNMENT MOTION by Travis to adjourn at 7:50 p.m. SECOND by Torres CARRIED 5-0 Respectfully submitted, Jamie A. Eberly City Clerk

7

8

9

10

11

12

13

14

15

16

17

18

19

20

21

22

23

24

25

26

27

28

29

30

31

32

33